How to Export Office 365 Mailbox to PST

Office 365 is one of the most popular email services used by businesses worldwide. Sometimes, you may need to export your Office 365 mailbox to a PST file for backup, migration, or storage purposes. A PST file (Personal Storage Table) is used by Microsoft Outlook to store emails, calendar items, and other data.

In this blog, we will guide you through the process of exporting your Office 365 mailbox to a PST file.

What is a PST File?

A PST file is a data file that stores Outlook information, including emails, contacts, calendars, and tasks. It’s useful for:

• Backing up your mailbox.

• Migrating your mailbox to another system.

• Archiving old emails to save space in your mailbox.

Why Export an Office 365 Mailbox to a PST File?

There are several reasons why you may want to export your Office 365 mailbox to a PST file, such as:

• Backup: To keep a copy of your emails for future reference.

• Migration: If you're moving to another email service or server.

• Archiving: To save old emails that you don't want to delete but don’t need in your live mailbox.

• Compliance: For legal reasons or organizational policies, you may need to store email records.

Step-by-Step Guide to Export Office 365 Mailbox to PST

Let’s discuss the steps to export your Office 365 mailbox to a PST file. We’ll cover two main methods: using the eDiscovery Tool (built into Office 365) and using Microsoft Outlook.

Method 1: Using Office 365 eDiscovery Tool

The eDiscovery tool is the preferred method for exporting mailboxes from Office 365. It allows administrators to export mailboxes to PST without needing third-party tools.

Step 1: Log in to Office 365 Admin Center

• Go to https://admin.microsoft.com/.

• Use your admin account to sign in.

Step 2: Access the Security & Compliance Center

• In the Admin Center, navigate to the left-hand menu and select Security & Compliance.

• Click on Permissions under Security & Compliance.

• Add your admin account to the eDiscovery Manager role if it's not already included. This is necessary to perform mailbox searches and exports.

Step 3: Create a Content Search

• In the Security & Compliance Center, go to Search & Investigation > Content Search.

• Click on New Search to create a new search query.

• Give your search a name (e.g., “Mailbox Export”) and define the content you want to search for. You can select specific mailboxes to export or export all mailboxes if necessary.

• You can also filter by date range or keywords if you want to export specific data.

Step 4: Run the Search

• Once you’ve set the search parameters, click Search.

• Wait for the search to complete. This may take a few minutes, depending on the size of the mailbox.

• When the search is complete, click Actions > Export results.

Step 5: Export the Mailbox

Select the options for exporting the results:

• Choose Export Exchange content to a PST file.

• You can choose whether to include encrypted or unencrypted emails.

• Click on Start Export.

• Once the export is complete, a link will be available to download the PST file.

• Click Download Results and use the eDiscovery Export Tool (which will download to your system) to download the PST file.

Step 6: Download the PST File

• When you click Download Results, the eDiscovery Export Tool will open.

• Paste the Export Key (which is provided on the page after the search is complete) into the Export Tool.

• Choose a location on your computer to save the PST file.

• Click Start to begin the download process.

• Once the PST file has been downloaded, you can open it in Microsoft Outlook or store it as a backup.

Method 2: Using Microsoft Outlook

If you don’t have access to the eDiscovery tool or if you want to export the mailbox of a single user, you can use Microsoft Outlook to export your Office 365 mailbox to a PST file.

Step 1: Open Microsoft Outlook

• Sign in to Microsoft Outlook using the Office 365 account that you want to export.

• Ensure that your mailbox is fully synced with Office 365.

Step 2: Start the Export Process

• Click on the File tab in the top-left corner.

• Select Open & Export and then click on Import/Export.

Step 3: Choose Export Options

• In the Import and Export Wizard, select Export to a file and click Next.

• Choose Outlook Data File (.pst) and click Next.

Step 4: Select Mailbox to Export

• Select the mailbox or folders you want to export. You can choose your entire mailbox or specific folders like Inbox, Sent Items, etc.

• Ensure the option Include subfolders is checked to export all data.

• Click Next.

Step 5: Choose Destination for the PST File

• Choose a location on your computer where you want to save the PST file.

• You can also set a password for the PST file for added security, but this is optional.

• Click Finish to start the export process.

Step 6: Wait for Export to Complete

• The export process will begin, and it may take some time depending on the size of your mailbox. Once completed, you will have your Office 365 mailbox exported to a PST file.

Conclusion

Exporting your Office 365 mailbox to a PST file is a straightforward process, whether you use the eDiscovery Tool or Microsoft Outlook. The method you choose depends on whether you want to export a single mailbox or multiple mailboxes. With a PST file, you can backup your emails, move them to another system, or simply store them for future use.

By following the simple steps outlined in this guide, you can easily export your Office 365 mailbox to PST and ensure your important emails and data are always accessible.

FAQs

Q1. What is a PST file? 

A PST file is a type of file used by Microsoft Outlook to store emails, contacts, and calendar items.

Q2. Why should I export my Office 365 mailbox to a PST file? 

Exporting to a PST file allows you to create backups, migrate your data to another system, or archive old emails.

Q3. Can I export multiple mailboxes at once? 

Yes, using the eDiscovery Tool in Office 365, administrators can export multiple mailboxes to PST files.

Q4. How long does it take to export a mailbox to PST? 

The time depends on the size of the mailbox. Larger mailboxes will take longer to export.

Q5. Is the PST export process secure? 

Yes, both methods mentioned (eDiscovery Tool and Outlook) provide secure ways to export mailboxes, and you can also password-protect the PST file.

Q6. Can I open the PST file without Outlook? 

No, PST files are designed to be opened and used with Microsoft Outlook.

Q7. What if I only need to export certain emails? 

Both the eDiscovery Tool and Outlook allow you to filter the data based on date ranges, folders, or specific keywords.